Flexible data store for implementing a streamlined acquisition process

ABSTRACT

Methods and systems for seamlessly integrating an end-to-end acquisition process using a flexible data structure are disclosed. A flexible data structure consistent with these methods and systems may connect the buyer&#39;s requirement to the vendor&#39;s proposed solution, facilitating a requirement-by-requirement evaluation process allowing buyers to evaluate content as well as price of a proposal. Embodiments of the present invention standardize the format of proposals, allowing buyers to more easily compare vendors&#39; proposals side-by-side. Still other embodiments of the present invention produce an error checking report to further aid vendors in improving proposals and buyers in evaluating proposals.

This application, bearing attorney docket number 09891.0028, is relatedto application Ser. No. ______, bearing attorney docket number09891.0017, filed on Oct. 23, 2008, and application Ser. No. ______,bearing attorney docket number 09891.0029, filed on Oct. 23, 2008. Theentire contents of these two related applications are herebyincorporated by reference.

TECHNICAL FIELD

This invention generally relates to business practices for managing anintegrated acquisition process, and more specifically to methods andsystems that allow buyers to efficiently and accurately definerequirements and to efficiently and accurately evaluate proposals; allowvendors to efficiently and accurately develop and refine proposals; andallow buyers to efficiently and accurately award and manage theresulting relationship between the parties.

BACKGROUND

Large organizations, both governmental and non-governmental, often needto acquire goods or services, sometimes on a large scale over a numberof years. In many situations, these goods or services cannot bepurchased off-the-shelf. In order to meet their specialized needs, suchorganizations may need to issue requirements and ask vendors to offerproposals on how to address these requirements. Large-scale acquisitionsmay involve millions or even billions of dollars and can result inmulti-year contracts.

Such deals may be quite complex; in fact, the acquisition process alonemay take years before the agreement is even executed. In many cases,e.g., for reasons of fairness or safety, laws or regulations govern howthe acquisition process occurs. For example, the Federal AviationAdministration follows certain safety and reliability guidelines whenacquiring new computers to manage the Nation's air space. In anotherexample, when a government entity looks to acquire the services of acontractor, that government agency may follow certain requirements ofthe Federal Acquisition Regulations (“FAR”).

SUMMARY

Certain embodiments of the present invention are directed to methods andsystems that seamlessly integrate an end-to-end acquisition processusing a flexible data structure. A flexible data structure consistentwith these methods and systems may connect the buyer's requirement tothe vendor's proposed solution, facilitating arequirement-by-requirement evaluation process. Such a granular processallows buyers to evaluate content as well as price, to more efficientlyand effectively determine a true “value” of a proposal. Embodiments ofthe present invention standardize the format of proposals, allowingbuyers to more easily compare vendors' proposals side-by-side. Stillother embodiments of the present invention produce an error checkingreport indicating the deficiencies in a proposal to further aid vendorsin improving proposals and buyers in evaluating proposals.

Yet another embodiment provides a library to allow buyers to reviewand/or re-use requirements such as those that have been vetted alreadyand are known to produce a good proposed solution from vendors.Likewise, vendors may access a library to review and/or re-use solutionsto requirements such as those that match the goods or services that thevendor has successfully produced in past agreements.

Other embodiments of the present invention facilitate a standardizedevaluation process that results in a higher quality final agreement withfewer mistakes, produced in a shorter period of time. The inventionimplements the acquisition process with less back and forthcommunication between buyer and vendors, virtually eliminating“cross-talk.”

A electronic front-end consistent with certain embodiments of thepresent invention allows buyers to view a consistent buyer-side formatto establish requirements and allows vendors to view a consistentvendor-side format to respond to buyer's requirements.

Still other embodiments of the present invention provide a corporatememory storing information regarding the acquisition process includingmultiple versions of requirements and proposals, communication betweenbuyers and vendors, questions, requests for clarification about therequirements, proposals, etc. Such corporate memory may be helpful, forexample, in the event of an audit or protest by a chosen or non-chosenvendor.

One aspect of the disclosure is directed to a method for facilitating aprocess for a buyer to make an acquisition using an interactive toolthat may include receiving by the interactive tool requirements for theacquisition from the buyer, representing each of the requirements as adata element in a data structure associated with the interactive tool,presenting by the interactive tool a request for proposal based on thestored data elements to potential vendors for the acquisition, enablingdevelopment of proposed solutions to the request for proposal by one ormore of the potential vendors via the interactive tool, for each of theone or more potential vendors, linking solution items of the vendor'sproposed solution to the data elements representing the requirements,via the data structure, providing, by the interactive tool, analysis tothe buyer using the linked data elements and solution items tofacilitate the buyer selecting a chosen vendor for the acquisition, andenforcing, by the interactive tool, a pre-determined schedule for thebuyer's selection process. Another aspect of the disclosure is directedto a method for facilitating a process for a buyer to make anacquisition using an interactive tool that may include receiving by theinteractive tool requirements for the acquisition from the buyer,representing each of the requirements as a data element in a datastructure associated with the interactive tool, presenting by theinteractive tool a request for proposal based on the stored dataelements to potential vendors for the acquisition, enabling developmentof proposed solutions to the request for proposal by one or more of thepotential vendors via the interactive tool, for each of the one or morepotential vendors, linking solution items of the vendor's proposedsolution to the data elements representing the requirements via the datastructure, providing by the interactive tool analysis to the buyer usingthe linked data elements and solution items to facilitate the buyerselecting a chosen vendor for the acquisition, receiving an element ofthe vendor's proposed solution related to a primary requirement in theset of requirements, determining that a particular data element thatvendor has provided a solution item has a corresponding linked dataelement, determining that the vendor has not provided a solution itemfor the corresponding linked data element, notifying the buyer of themissing solution item for the corresponding linked data element, andenforcing, by the interactive tool, a pre-determined schedule for thebuyer's selection process. Further, another aspect of the disclosure isdirected to an apparatus for enabling a buyer to make an acquisitionaccording to a predetermined schedule that may include an onlineacquisition management tool configured to receive requirements for theacquisition from the buyer, present the requirements to potentialvendors for the acquisition, enable one or more of the potential vendorsto develop a proposed solution to the requirements, and facilitate thebuyer in implementing a pre-determined schedule selecting a chosenvendor for the acquisition from among the vendors developing a proposedsolution; and a data structure associated with the online acquisitionmanagement tool configured to store each requirement as a data elementand link the data element for each requirement to a correspondingsolution item in each vendor's proposed solution.

BRIEF DESCRIPTION OF THE DRAWINGS

The accompanying drawings, which are incorporated in and constitute apart of this specification, exemplify certain aspects of the presentinvention and, together with the description, serve to explain some ofthe principles associated with the invention. In the drawings:

FIG. 1 is a block diagram of a system for performing an integratedacquisition process in accordance with embodiments of the presentinvention;

FIG. 2 is a flowchart depicting a process for performing acquisitions inaccordance with embodiments of the present invention;

FIG. 3 depicts a module for developing a request for proposal consistentwith certain embodiments of the present invention;

FIG. 4 depicts a module for defining requirements consistent withcertain embodiments of the present invention;

FIG. 5 depicts a module for amending a request for proposal consistentwith certain embodiments of the present invention;

FIG. 6 depicts a module for developing proposals consistent with certainembodiments of the present invention;

FIG. 7 depicts a module for evaluating the proposals consistent withcertain embodiments of the present invention;

FIG. 8 depicts a module for awarding an agreement consistent withcertain embodiments of the present invention; and

FIG. 9 depicts a module for managing and modifying an agreementconsistent with certain embodiments of the present invention.

DETAILED DESCRIPTION

In the following detailed description, reference will be made to theaccompanying drawings, in which like numerals represent like elementsthroughout the figures. The accompanying figures illustrate exemplaryembodiments consistent with the present invention, which are describedin sufficient detail to enable those skilled in the art to practice theinvention. It is to be understood that other implementations may beutilized and that structural and method changes may be made withoutdeparting from the scope of the present invention. The followingdiscussion is, therefore, not to be construed in a limiting sense.

FIG. 1 is a block diagram of a system for performing an integratedacquisition process consistent with embodiments of the presentinvention. The system of FIG. 1 may include an Enterprise AcquisitionServices Environment (“EASE”) system 100 with a flexible data structure101, a library 102, a front-end 103, and a corporate memory 105. EASEsystem 100 communicates with one or more buyers 107 and vendors 108.EASE system 100 may be used, for example, to allow a buyer 107 toacquire products or services from a vendor 108 following a set of rules.The rules may be promulgated, for example, by the federal government,such as the FAR, by state or local governments, by quasi-governmentalorganizations or by other regulatory bodies. Buyer 107 may be, forexample, a governmental agency or similar organization at the federal,state, or local level, a corporation, a partnership, a non-profitorganization, or an individual. Vendor 108 may be any entity thatprovides goods or services.

Buyers 107 and vendors 108 may access EASE system 100 over a networksuch as an intranet or the Internet using front-end 103. Front-end 103may serve as a user-friendly portal by which buyers 107 and vendors 108may access EASE system 100, using technology. Alternatively, buyers 107and vendors 108 may download software from a server to enable them toaccess EASE system 100, via a user portal located at buyers 107 and/orvendors 108. Additionally, buyers 107 may use electronic front-end 103to perform individual evaluations of proposals of vendors 108, toperform a side-by-side comparison and evaluation of proposals fromvendors 108, etc.

Flexible data structure 101 may store information related to buyers 107,vendors 108, requirements, proposals, etc. Electronic front-end 103 mayenable buyers 107 and vendors 108 to store information related to theacquisition process in flexible data structure 101. For example, buyers107 may use flexible data structure 101 to define the structure andformat vendors 108 must use to respond to specific requirements issuedby buyers 107. Alternatively, buyers 107 may use flexible data structure101 to suggest a structure and format which vendors 108 may use torespond to specific requirements issued by buyers 107. Flexible datastructure 101 may also facilitate a check for inconsistencies betweenrequirements specified by buyers 107 and requirements that vendors 108have responded to in a proposal. Flexible data structure 101 may alsocheck for missing responses to requirements. Flexible data structure 101also may allow buyers 107 to link requirements, for example, to requirevendors 108 to respond to a group of related requirements or to draw therelationship between requirements to the attention of vendors 108.

Changes to the requirements of buyers 107 and/or the proposals ofvendors 108 may be recorded in corporate memory 105. Corporate memory105 may provide an audit trail, for example, in the event of a protestby vendors 108 who were not awarded an agreement or if a rule requiresthe examination of or information about the acquisition process betweenbuyers 107 and vendors 108.

Library 102 may serve as a repository for proposal requirements,specific requirements, responses to requirements, etc., as detailedbelow in connection with FIGS. 3-6. Library 102 allows buyers 107 accessto requirements such as previously approved requirements. Flexible datastructure 101 and Library 102 may be implemented using, for example, arelational database. Any person having skill in the art would recognizethat flexible data structure 101 and/or library 102 could be implementedusing other types of data storage.

FIG. 2 is a flowchart depicting a process for performing acquisitions inaccordance with embodiments of the present invention. The processdepicted in FIG. 2 may be performed by EASE system 100 in communicationwith buyers 107 and vendors 108, for example, via front-end 103. Vendors108 may provide information about the capabilities of vendors 108,including, for example, services or products offered by vendors 108(step 210). Vendors 108 may provide this information, for example, on anon-going periodic basis, as a result of a specific request from a buyer107, etc. In some circumstances, buyers 107 may issue a request forinformation to potential vendors 108 to solicit vendors to provideinformation about the vendors' capabilities. Buyers 107 may interactwith EASE system 100, for example, to develop a request for proposal,define requirements for an acquisition, amend requests for proposals,etc. Once a request for proposal is developed, then buyers 107 may useEASE System 100 to release it to vendors 108. Following the release of arequest for proposal, vendors 108 may develop proposals based on therequest for proposal and associated requirements (step 230) as discussedbelow in FIG. 6. Buyers 107 may evaluate proposals (step 220), e.g.,based on criteria established in the request for proposal. Buyers 107may also use the EASE system 100 to request additional information fromvendors 108, as discussed below in FIG. 7. Vendor 108 may also refineproposals, e.g., based on feedback from buyer 107 (step 240), asdiscussed in FIG. 7. Following the evaluation of proposals buyer 107 maydecide to award an agreement to one or more of vendors 108 (step 250)now each designated a chosen vendor, as discussed below in FIG. 8. EASEsystem 100 may be used by a buyer 107 and the chosen vendor to executean agreement such as a contract. In certain embodiments, e.g., whenbuyer 107 is a governmental or quasi-governmental organization, vendors108 who are not chosen by buyer 107 may protest, which can also befacilitated by EASE system (step 260). A protest may enable vendors toappeal to a higher entity or organization. EASE system 100 may alsoenable buyer 107 and vendor 108 to manage a resulting contract and/ormodify the contract, as discussed below in FIG. 9.

Using methods and systems consistent with the present invention,acquisitions can include any number of vendors who may participate in asingle acquisition program. As a result, buyers may not be limitingtheir options and may choose the vendor who offers the best “value.”

The process illustrated in FIG. 2 shows one exemplary implementationconsistent with embodiments of the instant invention. Of course, othermethod steps may be used, certain steps may be omitted, and the order ofsteps may vary without departing from the scope of the presentinvention. Although some of the steps are depicted in parallel, a personhaving skill in the art would recognize that these steps could beperformed sequentially or in any other order.

FIG. 3 depicts a flowchart of a process for developing a request forproposal consistent with certain embodiments of the present invention.In terms of defining requirements using methods and systems consistentwith the present invention, buyers may specify mandatory requirements(often referred to as “shall statements”) for the good or service beingacquired, quickly identifying to the vendors where they have missed amandatory requirement in their proposal before submission. Acquiringorganizations often specify a specific format for delivering theproposal, and using methods and systems consistent with the presentinvention, vendors may submit proposals in the required formatfacilitating a side-by-side comparison with other proposals.

The process depicted in FIG. 3 may be facilitated by EASE system 100 fora buyer 107 using front-end 103, flexible data structure 101, library102, etc. First, buyer 107 establishes General Information Questions forvendors 108 to include in a request for proposal (step 320). GeneralInformation Questions may include, for example, information aboutvendors 108 including management or employee experience level, technicalexperience level, billing information, past performance on otherprojects, recommendations or references from other buyers, etc. Buyer107 may use EASE system 100 to establish General Information Questionsby, for example, retrieving previously-stored data from flexible datastructure 101, modifying previously stored data in flexible datastructure 101, entering new data into flexible data structure 101, etc.

EASE system 100 may also enable buyer 107 to establish Critical and/orRoutine Conditions for requests for proposals (step 325). Critical andRoutine Conditions may define, for example, the uptime or reliabilitystandards for the request for proposal. For example, buyer 107 mayrequire that a primary or emergency communication circuit has a higheruptime than a secondary communication circuit. In another example, buyer107 may require that a truck operate for a certain number of miles peryear without failure. Depending on the scope of the request forproposal, buyer 107 may set stricter reliability standards for some orall of the requirements. Critical and Routine Conditions may alsoinclude, for example, information about incentives offered by buyer 107or discounts offered by vendors 108 which may be available to buyer 107when the standard of service for the agreement does not meet a certainminimum standard as set by buyer 107.

EASE system 100 may also enable buyer 107 to establish Instructions toVendors for requests for proposal (step 330). Instructions for Vendorsmay include, for example, any information that buyer 107 wishes tocommunicate to vendors 108, for example, information about how torespond to the request for proposal. In one embodiment, EASE system 100may also enable buyer 107 to compile a conformance matrix and/or acompliance matrix for proposals, which may be a cross tabulation ofmandatory requirements. In certain embodiments, e.g., to promotefairness, EASE system 100 may provide the same Instructions for Vendorto all vendors 108 to ensure that all vendors 108 receive the samedirections on how to build their proposals. For example, Instructionsfor Vendor could include basic information about how to respond toRequirements Designations. Requirements Designations may be, forexample, mandatory (as in the vendor “shall” provide a certain featurefor requirement), desirable (as in the vendor is not required to providea certain feature, but it is recommended by buyer), optional (as in thevendor “may” provide a certain feature for requirement), etc.

EASE system 100 may also enable buyer 107 to establish AgreementDeliverables for requests for proposal (step 340). AgreementDeliverables may include, for example, descriptions of written workproduct, reports on services rendered under the agreement, products tobe made as a result of the agreement, other items to be delivered from achosen vendor to buyer 107 as part of the contract, etc. AgreementDeliverables may also include the schedule by which written work,reports, or products should be delivered to buyer 107. Buyer 107 mayalso define the frequency of certain reports from chosen vendor as partof the agreement, such as quarterly or monthly. Buyer 107 may alsodefine those conditions under which buyer 107 will reject AgreementDeliverables and chosen vendor may be required to resubmit them.

EASE system 100 may also enable buyer 107 to establish EvaluationCriteria and Evaluation Plans for requests for proposals (step 345).Evaluation Criteria may include, for example, factors and/or sub-factorsused to identify strengths and weakness of a proposal, a rating systemto be used during evaluation of proposal, etc. In certain embodiments,this rating system may be: adjectival, such as “Excellent,” “Good,” and“Poor;” numerical, such as a value on a scale from 1 to 100; ornon-adjectival, such as a color rating system where Purple may be thehighest rating, Red may be a middle rating, and Orange may be the lowestrating. Evaluation Criteria may further include, e.g., a percentage orweight that may be afforded to different factors and/or sub-factors. Inother embodiments, buyer 107 may define sub-criteria used to evaluateindividual unit prices provided by vendors 108.

An Evaluation Plan may include rules for selecting a chosen vendor,security rules for the evaluation, etc. Security rules may include rulessuch as: (a) competing vendors 108 having access to proposals of othervendors, (b) determining which information in the proposal will remainconfidential, such as the best practices of vendors 108, etc. TheEvaluation Plan may also include a financial incentive program, e.g., anamount to be paid to a chosen vendor by buyer 107, sometimes called anAward Fee. The Evaluation Plan may include the possible amount of theAward, the criteria for evaluating the amount of the Award, schedule forpaying the Award, etc. In some embodiments, buyer 107 may haveEvaluation Criteria and/or Evaluation Plans approved by an individual orpanel of individuals before publishing a request for proposal.

EASE System 100 may also enable buyer 107 to establish AgreementRequirements for requests for proposals (step 325). AgreementRequirements may include any Agreement Deliverables or any other itemsdesired or required by buyer 107 under the terms of a contract betweenbuyer 107 and a chosen vendor. For example, an Agreement Deliverablemight be a truck, and Agreement Requirements for the truck might includespecific information about the size, range, towing capacity, passengercapacity, cost, etc.

After establishing contract requirements, EASE system 100 may enablebuyer 107 to develop forecasts (step 355). Forecasts may be based, forexample, on requirements of buyers 107. Forecasts may include estimatesof the needs of buyer 107 during the term of the contract, and amount ofan item needed by buyer 107 in the future years, an amount of hours ofservice needed by buyer 107 in future years, etc. For example, if thefederal government is buying fighter jets, then the forecast mightinclude the number of fighter jets authorized by the United StatesCongress during the next ten fiscal years.

Additionally or alternatively, EASE system 100 may enable buyer 107 todevelop Independent Cost Estimates. Independent Cost Estimates may ormay not be provided to vendors 108. Independent Cost Estimates may beprovided to vendors 108, e.g., as an expectation of individual costs ofindividual requirements. Alternatively, Independent Cost Estimates maybe kept in confidence by buyer 107, e.g., to provide an independentbenchmark of the cost of requirements. Using Forecasts and/orIndependent Cost Estimates, EASE system 100 may calculate a ConfidentialTotal Estimated Cost for the acquisition, which may or may not beprovided to vendors 108 (step 365).

EASE system 100 may enable buyer 107 to store the established data, suchas Critical and/or Routine Conditions, Agreement Deliverable, etc. inflexible data structure 101 (step 370). Using the information stored inflexible data structure 101, buyer 107 may then use EASE system 100 topublish a draft Request for Proposal (step 380). EASE system 100 mayenable buyer 107 to amend the Request for Proposal (step 390), asdiscussed below in FIG. 5.

The process illustrated in FIG. 3 shows one exemplary implementationconsistent with embodiments of the instant invention. Of course, othermethod steps may be used, certain steps may be omitted, and the order ofsteps may vary without departing from the scope of the presentinvention. Although some of the steps are depicted in parallel, a personhaving skill in the art would recognize that these steps could beperformed sequentially or in any other order.

FIG. 4 depicts a process for defining requirements consistent withcertain embodiments of the present invention. The process depicted inFIG. 4 may be facilitated by EASE system 100 for a buyer 107 usingelectronic front-end 103, flexible data structure 101, library 102, etc.

First, buyer 107 identifies an individual requirement and/or arequirement category and/or subcategory (step 415). For example, in anacquisition for a submarine, buyer may identify categories such as:structural, communications, propulsion, weaponry, etc. and buyer mayidentify subcategories for the propulsion category such as nuclear andnon-nuclear. In this example, buyer may identify certain a engine as arequirement with a category of propulsion and the sub-category ofnon-nuclear. Next, buyer 107 determines if this requirement is a newrequirement (step 417). If the requirement is in library 102, then buyer107 may use EASE system 100 to retrieve the requirement description andproceed to the next requirement, if any (step 420). If not, then buyer107 may use EASE system 100 define a new requirement.

To define a new requirement or modify an existing requirement fromlibrary 102, buyer 107 may use the EASE system 100 to create a newrequirement line item (step 425). A requirement line item may be, forexample, a reference key which is used to identify this requirement inthe future, such as a number or alphanumeric string. Next, buyer 107 mayuse EASE system 100 to create a requirement short name, which mayinclude a title or short descriptive phrase, for example, “UtilityTruck,” “Ethernet Hub,” “Fighter Jet Engine,” “Maintenance Services,”etc. (step 430).

EASE system 100 may also enable buyer 107 to define a pricing structurefor requirement, which may identify, for example, a number of differentconditions or locations for which vendors 108 may be asked to provide aunit price for each requirement (step 435). For example, vendors 108 maybe asked by buyer 107 to use EASE system 100 to provide a unit price fora “Utility Truck” in the United States at various locations and/or atoverseas locations. EASE system 100 may enable vendors 108 to provide adifferent unit price for the same requirement at various locations atdifferent times, etc. Buyer 107 may use EASE system 100 to indicate thata requirement meets Critical and/or Routine Conditions. For example,EASE system 100 may enable Vendors 108 to provide a different unit pricefor the same requirement item under different Critical and/or RoutineConditions. For example, buyer 107 may use EASE system 100 to define aCritical Condition for a satellite uplink as being operational 24 hoursa day with only 30 minutes of downtime per week and a Routine Conditionas being operational 24 hours a day with 12 hours of downtime per week.Continuing with the same example, EASE system 100 may enable vendors 108to propose different unit prices for a Critical Condition satelliteuplink and a Routine Condition satellite uplink.

EASE system 100 may also enable buyer 107 to provide a requirementtechnical or narrative description, which may provide vendors 108 withsufficient detail about the requirement to allow vendors 108 to give anaccurate estimate of the price (step 440). Buyer 107 may use EASE system100 to link a requirement's pricing structure with its technical ornarrative description so that if buyer 107 modifies the requirement'stechnical or narrative description, then vendors 108 would be alerted ofthe possible need to update the estimated price.

EASE system 100 may also enable buyer 107 to indicate a requirementdesignation for a requirement (step 445). EASE system 100 may alsoenable buyer 107 to store the requirement short name, pricing structure,requirement technical or narrative description, requirementdesignations, etc., in flexible data structure 101 (step 450). In oneembodiment, EASE system 100 may enable buyer 107 to use the requirementsand a narrative description of the requirement to compile a complianceand/or conformance matrix. In another embodiment, EASE system 100 mayenable buyer 107 to use Instructions to Vendor to compile theconformance matrix.

Buyer 107 may also use EASE system 100 to facilitate a check for missingelements about the newly defined requirement (step 460). EASE system 100may also enable buyer 107 to correct any errors found during this check.EASE system 100 may also enable buyer 107 to add additional requirementsby following the process depicted in FIG. 4.

The process illustrated in FIG. 4 shows one exemplary implementationconsistent with embodiments of the instant invention. Of course, othermethod steps may be used, certain steps may be omitted, and the order ofsteps may vary without departing from the scope of the presentinvention. Although some of the steps are depicted in parallel, a personhaving skill in the art would recognize that these steps could beperformed sequentially or in any other order.

FIG. 5 depicts a flowchart of a process for amending a request forproposal and releasing a final request for proposal to vendors 108consistent with certain embodiments of the present invention. Theprocess depicted in FIG. 5 may be facilitated by EASE system 100 for abuyer 107 and vendors 108 using the electronic front-end 103, flexibledata structure 101, etc.

Using methods and systems consistent with the present invention mayincrease efficiency in resolving clarification requests or questionsfrom the buyer and amendments to the proposals by the vendors.

EASE system 100 may also enable buyer 107 to request internal comments,e.g., comments from individuals associated with buyers 107, on a draftrequest for proposal (step 505). Buyer 107 may use EASE system 100 toedit the draft request for proposal based on internal comments (step515). In certain embodiments, EASE system 100 may enable buyer 107 tore-compile conformance and/or compliance matrices. Buyer 107 may alsouse EASE system 100 to facilitate a check for missing elements about thenewly amended requirement (step 520). EASE system 100 may also enablebuyer 107 to correct any errors found during this check (step 520).

After internal comments, EASE system 100 may also enable buyer 107 torelease an initial request for proposal to vendors 108 (step 525). EASEsystem 100 may allow vendors 108 to submit questions about the initialrequest for proposal (step 530). Buyer 107 may respond to thesequestions (step 535). EASE system 100 may enable buyer 107 to update theinitial request for proposal based on the answers to vendors' 108questions (step 540). In certain embodiments, EASE system 100 may enablebuyer 107 to re-compile the conformance and/or compliance matrices.

EASE system 100 may also enable buyer 107 to store amended initialrequest for proposal in the flexible data structure 101. Buyer 107 mayalso use EASE system 100 to facilitate a check for missing elementsabout the amended initial request for proposal (step 550). EASE system100 may also enable buyer 107 to correct any errors found during thischeck. EASE system 100 may also enable buyer 107 to publish the finalrequest for proposal to vendors 108 (step 550).

The process illustrated in FIG. 5 shows one exemplary implementationconsistent with embodiments of the instant invention. Of course, othermethod steps may be used, certain steps may be omitted, and the order ofsteps may vary without departing from the scope of the presentinvention. Although some of the steps are depicted in parallel, a personhaving skill in the art would recognize that these steps could beperformed sequentially or in any other order.

FIG. 6 depicts a flowchart of a process for developing proposalsconsistent with certain embodiments of the present invention. Theprocess depicted in FIG. 6 may be facilitated by EASE system 100 forvendors 108 using electronic front-end 103, flexible data structure 101,library 102, etc. Using methods and systems consistent with the presentinvention, vendors may calculate the cost of their own proposal tocomplex projects that may include multiple goods and services bundledtogether with different prices depending on the location where the goodor service is to be provided, depending on the quality or reliability ofthe good or service, etc.

EASE system 100 may enable vendors 108 to respond to General InformationQuestions (step 605). Vendors 108 may use EASE system 100 to addoptional material to the proposal, for example, to supplement theresponses to the General Information Questions (step 610). For example,a General Information Question might ask about a vendor's particularexperience in a field such as “Airplane Construction.” In this example,the buyer might not permit vendor to include other types of experience,for example, “Rocket Construction,” “Engine Construction,” “SatelliteConstruction,” etc., in response to this General Information Question.Instead, the vendor may use EASE system 100 to provide information onother types of experience in the optional material (step 610). EASEsystem 100 may enable vendors 108 to include, for example, generalmarketing, sales materials, promotional materials, etc. in optionalmaterials.

EASE system 100 may also enable vendors 108 to respond to requirements.In certain embodiments, EASE system 100 may enable vendors 108 to usethe conformance and/or compliance matrices to respond to the mandatoryrequirements. For each requirement, a vendor 108 proposes a price forelements in the pricing structure based on the requirement and itsassociated description (step 620). For example, if vendor 108 werebuilding a proposal to offer telephone switching equipment at multiplelocations around the world, then vendor 108 would propose a price forthe telephone switching equipment at each location specified by buyer107 in the pricing structure. Vendors 108 may agree or disagree with therequirement designation (step 625). For example, for the telephoneswitching equipment, if buyer 107 included a requirement that theequipment be able to service one hundred telephone lines simultaneouslyand had designated this requirement as “mandatory,” then vendors 108may, for example, agree with this requirement, disagree and give acomment as to why the requirement could not be satisfied, etc.

EASE system 100 may also enable vendors 108 to perform an error check toensure that elements in the pricing structure have a proposed price andthat vendors 108 have responded to the requirement designation (step630). This error checking may not prevent vendors 108 from submittingproposals. EASE system 100 may generate a report that can be reviewed byvendors 108 and may be sent to buyer 107. EASE system 100 may enablevendors 108 to respond to requirements until vendors 108 have respondedto all the requirements in a request for proposal (step 635).

After providing prices for elements in a pricing structure, EASE system100 may also enable vendors 108 to compute a total proposal price. EASEsystem 100 may also enable vendors 108 to use the Forecast in order tocalculate the total proposal price. EASE system 100 may enable vendors108 to compare this total proposal price to a pre-determined goal. EASEsystem 100 may enable vendors 108 to modify individual prices within thepricing structure in order to better meet the goal. If vendor 108modifies an individual price, then EASE system 100 may perform the errorchecking routine to prompt vendor 108 to reconsider responses to othercoordinated or related requirement designations (step 630).

EASE system 100 may enable vendors 108 to store in flexible datastructure 101, information including, for example, proposed prices,responses to requirement designations, total proposed price, etc. EASEsystem 100 may also enable vendors 108 to build a first proposal forsubmission to buyer 107. In certain embodiments EASE system 100 mayenable vendors to populate the compliance and/or conformance matriceswith references to the appropriate proposed solutions to variousrequirements.

The process illustrated in FIG. 6 shows one exemplary implementationconsistent with embodiments of the instant invention. Of course, othermethod steps may be used, certain steps may be omitted, and the order ofsteps may vary without departing from the scope of the presentinvention. Although some of the steps are depicted in parallel, a personhaving skill in the art would recognize that these steps could beperformed sequentially or in any other order.

FIG. 7 depicts a process for evaluating proposals consistent withcertain embodiments of the present invention. The process depicted inFIG. 7 may be performed by buyers 107 and vendors 108 using electronicfront-end 103, in flexible data structure 101, etc.

Using methods and systems consistent with the present invention, buyersmay “drill down” in the various levels of the proposals from thedifferent vendors in order to make an accurate comparison of the “value”of each overall proposal to the buyer. Using methods and systemsconsistent with the present invention, buyers may connect eachrequirement to the vendor's proposed solution, to further facilitatecomparison and evaluation.

Using methods and systems consistent with the present invention, buyersand vendors may track various versions of requirements and proposalssimplifying any audit for the purpose of, for example, evaluating thequality of the existing agreement, re-competing an agreement withsimilar requirements, addressing an investigation as a result of aprotest by a chosen or non-chosen vendor, etc.

EASE system 100 may enable a buyer 107 to evaluate the answers ofvendors 108 to the General Information Questions (step 705). EASE system100 may also enable buyer 107 to perform price and/or technical and/ornarrative evaluations on each proposal (step 710). In certainembodiments, this price evaluation process may include two steps:Qualitative Price Analysis (step 715) and Quantitative Price Analysis(step 720). EASE system 100 may enable buyer 107 to perform aQualitative Price Analysis evaluating each proposal considering thenarrative qualities of the proposal (step 720). EASE system 100 may alsoenable buyer 107 to perform a numerical analysis considering theproposed unit price for each requirement given the amount of thatrequirement shown in the Forecast (step 720). For each unit price, EASEsystem 100 may enable buyer 107 to use various evaluation criteria toevaluate the unit price, including, for example, fairness,reasonableness, etc. EASE system 100 may enable buyer 107 to compare theproposed unit price to the Independent Cost Estimate for thatrequirement. EASE system 100 may enable buyer 107 to use the unit pricesand/or the Forecast to evaluate the overall total cost of each vendors108's proposal. EASE system 100 may enable buyer 107 to use a pluralityof Forecasts to evaluate the total cost of each proposal that, forexample, use different scenarios, consider volume discounts offered byvendors 108, etc.

EASE system 100 may enable buyer 107 to perform technical or narrativeevaluation of proposals including considering vendors' 108 response torequirement designations. In certain embodiments, EASE system 100 mayenable buyer 107 to evaluate vendors' 108 contributions to theconformance matrix and/or the compliance matrix.

EASE system 100 may also enable buyer 107 to issue deficiency noticesand/or clarification requests to vendors 108. For example, in adeficiency notice, buyer 107 may use EASE system 100 to indicate to avendor 108 how vendor 108's proposal does not meet the requirements inthe request for proposal. In another example, in a clarificationrequest, buyer 107 may use EASE system 100 to indicate areas of vendor108's proposal that are unclear or need further explanation. EASE system100 may enable vendor 108 to respond to any clarification requests (step730). EASE system 100 may also enable vendor 108 to revise its proposalin response to deficiency notices (step 735).

EASE system 100 may also enable buyer 107 to rate each proposal usingevaluation criteria (step 740). EASE system 100 may enable buyer 107 to“down-select,” or reduce the number of eligible vendors 108 (step 745).Buyer 107 may use EASE system 100 to down-select if there are too manyvendors 108 to practically perform discussions. In another embodiment,buyer 107 may use EASE system 100 to down-select when buyer 107determines that a particular vendor is not a viable candidate for beinga chosen vendor.

EASE system 100 may also enable buyer 107 to conduct discussions withremaining vendors 108 (step 755). During discussions, for example, buyer107 might ask each vendor 108 additional questions about its proposal,about outstanding deficiency notices, unanswered clarification requests,etc. EASE system 100 may enable vendors 108 an opportunity to reviseand/or finalize proposals (step 760). EASE system 100 may also enablevendors 108 to respond to additional questions from buyer 107 and reviseproposals through multiple rounds.

The process illustrated in FIG. 7 shows one exemplary implementationconsistent with embodiments of the instant invention. Of course, othermethod steps may be used, certain steps may be omitted, and the order ofsteps may vary without departing from the scope of the presentinvention. Although some of the steps are depicted in parallel, a personhaving skill in the art would recognize that these steps could beperformed sequentially or in any other order.

FIG. 8 depicts a process for awarding an agreement consistent withcertain embodiments of the present invention. The process depicted inFIG. 8 may be performed by a buyer 107 using electronic front-end 103,flexible data structure 101, etc. EASE system 100 may enable buyer 107to compare proposals from vendors 108 (step 805). EASE system 100 maypresent the data stored by vendors 108 in flexible data structure 101 toenable buyer 107 to compare the proposals side-by-side, compare certainimportant requirements side-by-side, etc. In another embodiment, EASEsystem 100 may enable buyer 107 to perform an overall asset of “value”considering, for example, the products or services offered by eachvendor 108, the Total Proposal Price, how well each vendor 108 respondedto the mandatory requirements, etc. In one embodiment, EASE system 100may enable buyer 107 to learn that one proposal has a lower unit pricefor a certain requirement, but only proposes to provide the product at47 of the 48 requirements states. Continuing with this embodiment, asecond proposal might have a higher unit price, but propose to providethe product in all 50 states and some international locations. In thisembodiment, buyer 107 may use EASE system 100 to consult the errorchecking report to identify those mandatory requirements that theproposals do not address. EASE system 100 may also aid buyer 107 incomparing the overall rating of the proposals between two vendors.

EASE system 100 may also enable buyer 107 to select chosen vendor orvendors. (step 810). Buyer 107 and each chosen vendor will execute anagreement. In one embodiment, this agreement may be a simple combinationof the requirements and the corresponding proposal and price element. Inanother embodiment, this agreement may include, for example, a Statementof Work or SOW, which may incorporate buyer 107's requirements and thechosen vendor's proposal.

EASE system 100 may also enable buyer 107 to announce one or more chosenvendors (step 815). EASE system 100 may enable buyer 107 to conduct aFeedback Meeting with vendors 108 (step 820). In the Feedback Meeting,both chosen and non-chosen vendors may be told the identify of thewinner and given information about the strengths and weaknesses of theirproposals, including information on how they can improve futureproposals. Buyer 107 may use EASE system 100 to access flexible datastructure 101 for information for a Feedback Meeting, including, forexample, reports from the error checking function, deficiency notices,vendors 108's response to those notices, clarification requests, vendors108's responses to those clarification requests, etc. Buyer 107 may alsouse EASE system 100 to query flexible data structure 101 to provide, forexample, statistics to chosen and non-chosen vendors that may be helpfulin possibly diffusing potential protests.

The process illustrated in FIG. 8 shows one exemplary implementationconsistent with embodiments of the instant invention. Of course, othermethod steps may be used, certain steps may be omitted, and the order ofsteps may vary without departing from the scope of the presentinvention. Although some of the steps are depicted in parallel, a personhaving skill in the art would recognize that these steps could beperformed sequentially or in any other order.

FIG. 9 depicts a process for managing and/or modifying an agreementconsistent with certain embodiments of the present invention. Theprocess depicted in FIG. 9 may be performed by buyer 107 and chosenvendors 850 using electronic front-end 103, in flexible data structure101, etc. EASE system 100 enables chosen vendor to submit Deliverablesas required by the agreement (step 915), buyer 107 to reviewDeliverables (step 920), buyer 107 to provide comments and requests tochosen vendor (step 925), etc. EASE system 100 may enable chosen vendorto submit revised Deliverables to buyer 107. EASE system 100 may useflexible data structure 101 to track when Deliverables are due oroverdue to ensure timely agreement implementation.

A first party, either buyer 107 or a chosen vendor, may use EASE system100 to submit a proposed agreement modification (step 935). For example,buyer 107 may gain additional personnel and require more desktopcomputers, or cheaper computers meeting buyer 107's requirements mayhave come onto the market and vendor may want to offer them to buyer107. EASE system 100 may enable the second party to evaluate theagreement modification proposed by the first party (step 940). EASEsystem 100 may facilitate the parties in negotiating the terms of theagreement modification until they have reached an agreement. The partiesmay agree to access flexible data structure 101 through EASE system 100as an “electronic” agreement containing the current agreement as well asprevious versions and proposed agreement modifications.

Throughout the life of the agreement, EASE system 100 may enable buyer107 to conduct general agreement management activities (step 950). Theseactivities may include, for example, assigning and tracking variousaction items or tasks which need to be completed by either party to theagreement, tracking the schedule and/or risks to the schedule, includingthose events or issues that might affect the timely delivery of goodsand services under the agreement, etc. Buyer 107 may use EASE system 100to track communications between buyer 107 and the chosen vendor for thepurposes, for example, of award fee determination, tracking the workproposed by the chosen vendor relative to the chosen vendor's actualperformance, etc. EASE system 100 may enable buyer 107 to determine ifbuyer 107 should use the services of chosen vendor for futureagreements. EASE system 100 may enable buyer 107 to store and/or cataloginformation about the formation of the agreement and/or changes to theagreement throughout its lifecycle, including, for example,deliverables, modifications, etc. EASE system 100 may also enable buyersto keep performance information to determine if the vendor is performingat the level specified in the agreement.

EASE system 100 may enable buyer 107 to calculate payment to chosenvendor (step 955). If the agreement contains an award provision, EASEsystem 100 may enable buyer 107 to calculate any award fee due to thechosen vendor (step 960). In certain embodiments, the award fee may bean additional amount paid to the chosen vendor based on the chosenvendor's performance during the previous award period. The award periodmay be, for example, annual, semi-annual, monthly, etc. EASE system 100may enable buyer 107 to direct payment to chosen vendor (step 965).

The process illustrated in FIG. 9 shows one exemplary implementationconsistent with embodiments of the instant invention. Of course, othermethod steps may be used, certain steps may be omitted, and the order ofsteps may vary without departing from the scope of the presentinvention. Although some of the steps are depicted in parallel, a personhaving skill in the art would recognize that these steps could beperformed sequentially or in any other order.

Embodiments of the disclosed system may be implemented in variousenvironments. Further, the processes described herein are not inherentlyrelated to any particular apparatus and may be implemented by anysuitable combination of components. Further, various types of generalpurpose devices may be used in accordance with the teachings describedherein.

The present invention has been described in relation to particularexamples which are intended in all respects to be illustrative ratherthan restrictive. Different combinations of hardware, software, andfirmware may be suitable for practicing embodiments of the presentinvention.

Additionally, other embodiments of the invention will be apparent tothose skilled in the art from consideration of the specification andpractice of the invention disclosed herein. For example, EASE system 100may be used to the manage the acquisition of goods or services betweenmultiple buyers and multiple vendors or between a single buyer andsingle vendor. EASE system 100 may be used by buyer 107 to develop, forexample, a request for proposal, a request for offer, a solicitation, arequest for quote, a screening information request, a request forinformation, a performance-based work statement, a statement of work,etc.

Furthermore, any of the method steps performed by buyer 107 using EASEsystem 100 could be performed by an agent of buyer 107 and likewise anyof the method steps designated to be performed by vendor 108 using EASEsystem 100 could be performed by an agent of vendor 108. As such, any ofthe method steps could be performed, for example, by any employee,member, subsidiary of buyer 107 or vendor 108, etc. EASE system 100 mayenable buyer 107 to purchase, rent, lease, option, barter, etc. servicesor products. EASE system 100 may enable buyer 107 or vendors 108 to becommon carriers. EASE system 100 may be used to manage the acquisitionof a good or service with only a single requirement. EASE system 100 mayenable buyer 107 to award agreements to one or more vendors 108.

In one embodiment, EASE system 100 may enable buyer 107 to use a proxyor agent to define requirements or evaluate proposals. In thissituation, while buyer 107's agent may, for example, use EASE system 100to write clarification requests or deficiency notices, EASE system 100may enable buyer 107 to still have the final decision of whether or notto release these clarification requests or deficiency notices to vendors108. To do so, buyer 107 may need to access flexible data structure 101through EASE system 100 and change permissions as to who can viewcertain fields of the database. In this manner, buyer 107 may maintaincontrol over the process even though buyer 107's agent may use EASEsystem 100 to perform most of the work.

Throughout the acquisition process, EASE system 100 may enable buyers107 and vendors 108 to store requirements, proposals, questions andanswers from buyer 107, questions and answers from vendors 108,deficiency notices, clarification requests, discussion items, agreementdeliverables, agreement modifications, etc. may all be in corporatememory 105. The information stored in corporate memory 105 may becomehelpful during any audits performed by, for example, buyer 107, anyvendors 108, the appropriate third party, etc. Such an audit may occur,for example, during a protest by a chosen or non-chosen vendor or as aresult of a breach of the agreement by either buyer 107 or chosenvendor. Information from flexible data structure 101 regardingdeficiency notices, clarification requests and chosen or non-chosenvendor's responses help buyer 107 build a specific case to defend itselfin a proceeding related to the chosen or non-chosen vendor's protest. Inaddition, this information may be used by an oversight organization toevaluate the general results and efficacy of the agreement. For example,the General Services Administration may oversee multiple agreements fordesktop computers that have been let by different departments and/oragencies, such as the Department of Homeland Security or the Departmentof Labor. The General Services Administration might choose to comparethe two desktop Computer agreements to make suggestions to other federalgovernment departments and/or agencies about how to best write anagreement for desktop computers.

Following the end of an agreement, EASE system 100 may enable buyer 107to access corporate memory 105, library 102, etc., to acquire anotheragreement for similar goods or services in the future. Alternatively,EASE system 100 may enable other buyers to access the corporate memory105 and the library 102 (e.g., to acquire the same or similar goods orservices to buyer 107).

It is intended that the specification and examples be considered asexemplary only. To this end, it is to be understood that inventiveaspects lie in less than all features of a single foregoing disclosedembodiment, implementation, or configuration. Thus, the true scope andspirit of the invention is indicated by the following claims.

1.-21. (canceled)
 22. A computer-implemented method for facilitating aprocess for a first entity to make an acquisition, the method comprisingthe following operations performed by at least one processor: receivingrequirements for the acquisition from the first entity; presenting arequest for proposal generated based on the requirements to one or moresecond entities; receiving information associated with a proposedsolution to the request for proposal from at least one of the one ormore second entities; linking the information associated with theproposed solution to the requirements; and providing a notice to atleast one of the first entity or the one or more second entities when adeficiency exists between the information associated with the proposedsolution and the requirements.
 23. The computer-implemented method ofclaim 22, wherein receiving the requirements comprises: receiving aselection of a requirement from a library of requirements including oneor more of: requirements previously received from the first entity;requirements specified by a government regulation; and standardacquisition requirements.
 24. The computer-implemented method of claim22, wherein receiving the requirements comprises: providing arequirements template to the first entity via an interactive tool;receiving a particular requirement from the first entity via therequirements template; determining whether the particular requirementconforms to the requirements template; and storing the particularrequirement in a data structure, when the particular requirementconforms to the requirements template.
 25. The computer-implementedmethod of claim 22, wherein the first entity is a buyer and the one ormore second entities include one or more potential vendors.
 26. Thecomputer-implemented method of claim 22, the method further comprisingthe following operation performed by the at least one processor:enabling the first entity to compile a conformance matrix based on atleast one of the information associated with the proposed solution orthe requirements.
 27. A computer-implemented interactive acquisitionsystem configured to enable a first entity to make an acquisition,comprising: a memory configured to store instructions; and a processorconfigured to execute the instructions to: receive requirements for theacquisition from the first entity; present a request for proposalgenerated based on the requirements to one or more second entities;receive information associated with a proposed solution to the requestfor proposal from at least one of the one or more second entities; linkthe information associated with the proposed solution to therequirements; and provide a notice to at least one of the first entityor the one or more second entities when a deficiency exists between theinformation associated with the proposed solution and the requirements.28. The computer-implemented interactive acquisition system of claim 27,further comprising a database configured to: store one or morerequirements previously received from the first entity; and store one ormore proposed solutions previously proposed by the one or more secondentities.
 29. The computer-implemented interactive acquisition system ofclaim 28, wherein the processor is further configured to execute theinstructions to: retrieve, from the database, a requirement previouslyreceived from the first entity; and present the retrieved requirement tothe first entity.
 30. The computer-implemented interactive acquisitionsystem of claim 27, wherein the processor is further configured toexecute the instructions to: apply a standard format to display therequest for proposal.
 31. The computer-implemented interactiveacquisition system of claim 27, wherein the processor is furtherconfigured to execute the instructions to: receive information relatingto evaluation criteria or rules from the first entity; and enable thefirst entity to evaluate the proposed solution based on the evaluationcriteria or rules.
 32. The computer-implemented interactive acquisitionsystem of claim 27, wherein the processor is further configured toexecute the instructions to: enable the first entity to developforecasts based on the requirements.
 33. The computer-implementedinteractive acquisition system of claim 27, wherein the processor isfurther configured to execute the instructions to: enable the one ormore second entities to develop the proposed solution by providingaccess to the one or more second entities to a library of potentialproposed solutions including at least one of: a solution previouslyproposed by the one or more second entities; a solution previouslyaccepted by the first entity; a solution specified by a governmentregulation; and a standard solution for the acquisition.
 34. Thecomputer-implemented interactive acquisition system of claim 27, whereinthe processor is further configured to execute the instructions to:receive information relating to a pricing structure for at least one ofthe requirements from the first entity; and present the informationrelating to the pricing structure to the one or more second entities.35. The computer-implemented interactive acquisition system of claim 34,wherein the processor is further configured to execute the instructionsto: receive a description of the at least one of the requirements fromthe first entity; and link the information relating to the pricingstructure with the description.
 36. The computer-implemented interactiveacquisition system of claim 27, wherein the processor is furtherconfigured to execute the instructions to: receive a first proposedsolution for a primary requirement in the requirements; determine thatthe primary requirement is associated with a related requirement; notifythe one or more second entities of the related requirement; and receivea second proposed solution for the related requirement that relates tothe first proposed solution received for the primary requirement. 37.The computer-implemented interactive acquisition system of claim 27,wherein the processor is further configured to execute the instructionsto: receive a first proposed solution for a primary requirement in therequirements; determine that the primary requirement is associated witha related requirement; notify the first entity of a missing proposedsolution for the related requirement; and receive a second proposedsolution for the related requirement that relates to the first proposedsolution received for the primary requirement.
 38. A non-transitorycomputer readable medium encoded with instructions that, when executedby at least one processor, cause the at least one processor to perform amethod for facilitating a process for a first entity to make anacquisition, the method comprising: receiving requirements for theacquisition from the first entity; presenting a request for proposalgenerated based on the requirements to one or more second entities;receiving information associated with a proposed solution to the requestfor proposal from at least one of the one or more second entities;linking the information associated with the proposed solution to therequirements; and providing a notice to at least one of the first entityor the one or more second entities when a deficiency exists between theinformation associated with the proposed solution and the requirements.39. The non-transitory computer readable medium of claim 38, whereinreceiving the requirements comprises: receiving a selection of arequirement from a library of requirements including one or more of:requirements previously received from the first entity; requirementsspecified by a government regulation; and standard acquisitionrequirements.
 40. The non-transitory computer readable medium of claim38, wherein the requirements include information relating to apredetermined schedule, and the method further comprising: enabling thefirst entity to control timing of releasing comments to the one or moresecond entities based on the predetermined schedule.
 41. Thenon-transitory computer readable medium of claim 40, wherein thecomments include at least one of: a clarification request, adeficiencies notice, and a discussion item.